Feature Article: Job Cost Journals

Overview

Job Cost Journals allow you to manually adjust job‑related costs in Profitz. These journals are used to move costs between jobs, correct coding errors, reallocate expenses, or transfer costs from a job back into the General Ledger. Job Cost Journals provide more detailed line‑level analysis than standard GL Journals, including the ability to code directly to Job + Resource + Operation combinations.

This feature is essential for maintaining accurate job costing, ensuring financial reports reflect the correct allocation of labour, materials, subcontractor charges, and overheads.

Use Job Cost Journals when you need to:

• Move costs from one job to another
• Transfer costs out of a job and into the GL
• Correct incorrectly coded job transactions
• Record accruals or adjustments specific to a job
• Allocate costs to the correct Resource and Operation codes

Do NOT use Job Cost Journals when:

• Adjusting GL balances unrelated to jobs (use GL Journals instead)
• Posting bank‑related transactions (use Bank Journals)
• Editing or posting recurring journals (use Auto Journals)

Key Concepts

Batch Header: Every Job Cost Journal begins with a batch header that defines the date, period, and journal type.

Balancing Rule: All Job Cost Journals must balance: Total Debits = Total Credits The Running Total must be 0.00 before posting.

Posting: Once balanced, the journal can be posted. Posted journals immediately update job costing and the General Ledger.

Job Cost Journal — Field Definitions

Journal Period: The financial period the journal will be posted into. Example: 03.21 = Period 3 of the 2021 financial year.

Important: The Period must match the Date of the journal entry. If the date is June 2021, the period should be 03.21.

Batch Number: Indicates the batch you are working in. If the journal is not completed, the batch will resume automatically next time you open Jobs > Cost Journals.

Date: The date of the journal entry. Determines the transaction date recorded against the job.

Journal Type Code

Select the type of journal. Examples include:

• Standard Journal
• EOY Journal
• Adjusting Journal Entry

If no type is selected, the default is Normal.

Job Cost Journal Entry Screen — Field Definitions

Journal Period: Displays the period selected in the batch header. To change it, exit the app and re‑enter.

Batch Number: Identifies the active batch.

Running Total: Shows the difference between total debits and credits. Must be 0.00 before posting.

Debit Value: Total debit amount for the journal.

Post: Posts the journal to the system. Only enabled when:

• A debit value exists
• Running Total = 0.00

Add: Add a new journal entry line.

Edit: Modify an existing journal line.

Import: Import journal lines from an external file.

Delete: Remove a selected journal line.

History: Display the audit history for the journal.

Job Cost Journal Line Coding: Job Cost Journals support two types of line coding:

1. Job Coding: Use this when adjusting job costs.

Fields include:

• Job
• Resource Code
• Operation Code
• Amount (Debit or Credit)

2. GL Coding

Use this when moving costs between a job and the General Ledger.

Fields include:

• GL Division
• GL Account
• Amount (Debit or Credit)

Mixed Coding

You can mix Job lines and GL lines in the same journal. This is useful when:

• An invoice was not coded to a job
• Costs need to be transferred from a job to the GL
• Costs need to be split between multiple jobs and GL accounts

Examples

Moving Costs Between Jobs

A debit (positive) increases costs on the receiving job. A credit (negative) decreases costs on the originating job.

Correcting a Mis posted Invoice

Use a credit line to remove the cost from the incorrect job, and a debit line to add it to the correct job.

Workflow Summary

1. Select journal period and type
2. Enter the journal date
3. Add job or GL lines
4. Ensure debits and credits balance
5. Post the journal

Related Articles

• How to Create a Job Cost Journal
• How to Create a GL Journal
• How to Create a Bank Journal
• Feature Article: General Ledger Journals